About Us

We are a growing financial planning firm committed to delivering exceptional service and building lasting relationships with our clients. We believe that every client interaction matters, and we're looking for an organized, professional, and client-focused Administrative Assistant/Receptionist to be the welcoming face of our office.

If you enjoy creating positive experiences, staying organized, and supporting a collaborative team, we'd love to hear from you.

Position Summary

The Administrative Assistant is responsible for supporting the day-to-day operations of the office. This role serves as a primary point of contact for clients, visitors, and team members, playing a key role in creating a positive client experience while ensuring the office operates efficiently, professionally, and in alignment with the company's values and standards.

The Administrative Assistant provides administrative support to Advisors and the Client Services team by managing schedules, coordinating meetings, maintaining records and documentation, assisting with insurance administration, overseeing office logistics, and supporting the Office Coordinator with client events and appreciation initiatives.

Responsibilities

Client Service & Reception

- Answer, screen, and direct incoming telephone calls.
- Welcome and assist clients, visitors, and vendors.
- Ensure clients are accommodated during office visits by offering refreshments and attending to their needs.
- Complete client feedback and follow-up calls as assigned.
- Coordinate flowers & sympathy arrangements for client.
- Maintain a professional, welcoming,



and client-focused reception area.

Administrative Coordination

- Schedule and coordinate meetings, appointments, and boardroom bookings.
- Prepare agendas, meeting materials, presentation packages, and supporting documentation.
- Assist advisors and team members with administrative projects and day-to-day requests.
- Maintain accurate electronic and physical filing systems.
- Perform document scanning, uploading, filing, and record management.
- Complete data entry and ensure client and administrative records remain current.

Mail & Document Management

- Receive, sort, and distribute incoming mail, courier deliveries, and packages.
- Prepare and process outgoing mail and courier shipments.
- Organize and store documents according to company procedures and compliance requirements.
- Assist with gathering and maintaining client documentation.

Meeting & Boardroom Management

- Prepare boardrooms for client and internal meetings.
- Ensure meeting rooms are stocked with required supplies, refreshments, and materials.
- Coordinate virtual and in-person meeting logistics.
- Set up and assist with meeting technology as required.
- Tidy, clean, and restock boardrooms following meetings.





Office Operations & Maintenance

- Maintain the cleanliness, appearance, and organization of reception areas, boardrooms, client meeting spaces, the kitchen, and other common areas.
- Water and care for office plants and floral arrangements.
- Maintain office refreshment stations, vanity areas, and general supply areas to ensure they are fully stocked and well organized.
- Assist in creating and maintaining a clean, professional, welcoming, and organized workplace environment.

Events & Team Support

- Assist with client appreciation events, seminars, and office functions.
- Support event planning, preparation, setup, and logistics.
- Collaborate with team members to ensure efficient office operations.
- Provide general administrative and operational support as required.
- Perform other duties and special projects assigned by management.

Insurance & Advisor Support (after 6 months and training)

- Assist with insurance-related administrative activities following training.
- Complete insurance follow-up calls and correspondence as required.
- Support advisors with client documentation, information gathering, and administrative processing.
- Help ensure client files are complete, organized, and maintained accurately.

Job Type: Full-time

Pay: $39,000.00-$45,000.00 per year

Perks:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Administrative Assistant/Receptionist (Edmonton)
🏢 Blackburn Davis Financial
📍 Edmonton